Reducing Costs With Automated Cleaning Solutions

Understanding the Real Cost of Cleaning in Facility Management

For facility managers, the challenge of tightening budgets without sacrificing cleanliness is all too familiar. And while you may look to reduce line items like supply orders or overtime hours, don’t forget to consider how much of the budget is tied up in the cleaning process itself.

To make informed decisions, it’s important to start by identifying what’s actually driving your cleaning-related expenses. In most facilities, three primary cost categories consistently account for the majority of spend:

Labor: Often the largest line item, labor accounts for the majority of total cleaning costs, especially when repetitive tasks like floor care, restocking, or waste removal dominate daily routines.
Supplies and chemical usage: Over-dispensing, inconsistent dilution, and lack of inventory oversight lead to waste that adds up quickly over time.
Equipment wear and maintenance: Machines that are overused or improperly handled require more frequent repairs or replacement, pushing up annual operating costs.

Each of these categories has inefficiencies that automation can address. Whether it’s reallocating labor from repetitive tasks to detail work, or using smart dispensers to control chemical output, automated cleaning solutions are designed to reduce waste and increase efficiency. And they do it without compromising cleaning quality or safety.

This shift is about helping teams work smarter and more effectively within the same—or even tighter—budgets.

What Are Automated Cleaning Solutions?

When we talk about automated cleaning solutions, we’re referring to technologies that streamline, enhance, or fully automate cleaning tasks that would otherwise require manual labor. These tools aren’t designed to replace your entire janitorial team, they’re meant to eliminate inefficiencies, reduce repetitive workloads, and improve performance across the board.

Below are three of the most impactful categories of automation facility managers are adopting today.

Robotic Floor Scrubbers

These autonomous machines are programmed to navigate spaces, avoid obstacles, and deliver consistent floor care without constant human supervision. They use sensors and mapping software to ensure full coverage and are ideal for large, open areas like retail stores, warehouses, and lobbies. While staff focus on detail work, robotic scrubbers handle repetitive floor maintenance with predictable, repeatable results.

Smart Chemical Dispensers

Automated chemical dilution and dispensing systems are designed to take the guesswork out of product mixing. These systems dispense the exact amount of cleaning solution needed based on task, surface, or equipment type. This reduces product waste, improves safety, and ensures consistent results while helping teams stay compliant with chemical handling protocols.

Automated Scheduling and Digital Cleaning Logs

Instead of relying on whiteboards or paper checklists, digital platforms now allow facility managers to schedule tasks and track progress in real time. These tools reduce communication gaps, ensure accountability, and make it easy to spot gaps or inefficiencies in your cleaning workflow. Some systems even integrate with sensors or occupancy data to trigger cleaning events dynamically.

Curious how automation fits into the broader future of facility maintenance? Explore emerging innovations, shifting standards, and what’s next for smart, cost-effective cleaning.

How Automation Helps Reduce Cleaning Costs

The promise of automation is real, measurable cost savings. When implemented strategically, automated cleaning solutions help facility managers reduce expenses across labor, supplies, and equipment without compromising on safety or cleaning standards.

Reduced Labor Burden

Labor is the most expensive part of any cleaning program. Automated tools help optimize how teams are deployed by taking over repetitive or time-intensive tasks.

Here’s how it plays out in the field:

Robotic floor scrubbers clean large areas during off-hours, freeing staff to focus on detailed work during shifts.
Smart scheduling tools reduce overtime by helping managers plan tasks more efficiently.
Fewer repetitive motions mean lower fatigue, which improves productivity across the board.

This isn’t about cutting staff, it’s about helping your existing team get more done, more effectively.

Less Chemical and Supply Waste

Overuse of cleaning products is common, and it’s also costly. Automated dispensers eliminate guesswork by controlling how much product is used based on surface type or job scope.

This leads to savings through:

Fewer product orders due to reduced waste
More predictable inventory management
Safer working conditions thanks to correct dilution ratios

Better dosing means better results and a safer, more efficient work environment.

Extended Equipment Lifespan

Improper or excessive use of equipment leads to wear, breakdowns, and costly replacements. Automation helps extend the life of machines through smarter, more efficient usage.

Facilities benefit from:

Robots that monitor their own maintenance needs and alert teams before issues arise
Reduced operator errors that can damage brushes, tanks, or motors
Lower repair frequency and longer intervals between equipment replacements

In short, automation protects your investment—both in the tools you use and the people who use them.

More Consistent Cleaning = Less Rework

Manual cleaning can vary from one shift to the next, leading to inconsistent results and the need to repeat tasks. Automation eliminates that variability.

With automation, you gain:

Consistent quality regardless of staff turnover
Reduced callbacks or re-cleans due to missed spots
Higher satisfaction among occupants, tenants, or visitors

Consistency also helps your team stay ahead of issues before they become complaints.

Tips for Implementing Automation Cost Effectively

Switching to automated cleaning solutions doesn’t have to mean a complete overhaul of your operations. The key is to approach automation with a long-term mindset and a phased, strategic plan. Let’s take a look at some tips to help facility managers adopt automation in a way that delivers meaningful savings without disrupting daily operations.

Start Small and Scale Strategically

One of the most effective ways to introduce automation is through pilot programs. Instead of automating every process at once, start with one specific pain point and evaluate its impact.

Here’s how to approach it:

Identify a task that’s high-cost, high-frequency, and easy to track (e.g., overnight floor scrubbing).
Choose one location or department to test the automation tool.
Monitor performance metrics like time saved, product used, or task completion rates.

Once you’ve gathered data and proven ROI in one area, you’ll have a stronger case for expanding the solution across your facility or portfolio.

Train Staff to Work Alongside Automation

The best automation strategies complement your existing team. Proper training ensures employees feel supported, not threatened, and can use new tools to their advantage.

A successful rollout includes:

Hands-on training sessions with the new technology
Clear communication about how automation will affect day-to-day responsibilities
Opportunities for employees to offer feedback during implementation

When staff understand how automation makes their jobs safer and more efficient, adoption rates improve and resistance drops.

Use Data to Track ROI and Adjust Strategy

Modern automated cleaning solutions come equipped with dashboards, analytics, and reporting tools. These features aren’t just for IT, they’re essential for operations managers looking to prove (and improve) cost effectiveness.

To get the most from your data:

Establish baseline metrics before implementation (e.g., chemical usage, cleaning hours, rework frequency).
Monitor trends monthly to identify areas of success or underperformance.
Adjust routes, schedules, or supply ordering based on real-world usage data.

Over time, this data helps you fine-tune your automation strategy and maximize returns.

Prioritize Systems That Integrate Easily

Not every solution plays well with others. When evaluating automation options, choose tools that can integrate with your existing workflows, reporting platforms, and scheduling systems.

Look for features like:

Open APIs or compatibility with digital cleaning platforms
Mobile access for field managers
Centralized dashboards to consolidate performance data

The more seamlessly your automation tools fit into your ecosystem, the faster you’ll see measurable benefits.

Evaluate Total Cost of Ownership

It’s tempting to compare automation tools based on upfront cost alone, but the smarter move is to evaluate total cost of ownership (TCO). This includes not just the purchase price, but also training, maintenance, support, and long-term savings.

A complete TCO analysis should account for:

Lifetime savings on labor, chemicals, and equipment repair
Downtime or disruption during implementation
Vendor support, warranty coverage, and upgrade paths

Sometimes, the most cost-effective option is the one that pays off consistently over five years, not the cheapest model on day one.

Explore Smarter Cleaning Strategies With Carlson Building Maintenance

Looking to reduce costs without cutting corners? Carlson Building Maintenance helps facility managers implement cleaning solutions that drive efficiency, improve consistency, and support long-term savings. Reach out to our team to start evaluating the best options for your facility—one smart step at a time.